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HomeMy WebLinkAboutItem 2f - Purchase of Motorola Radio Consoles DATE: November 21, 2017 TO: Honorable Mayor and City Council FROM: Robert Guthrie, Chief of Police By: Jennifer Brutus, Management Analyst SUBJECT: PURCHASE OF RADIO CONSOLES FROM MOTOROLA FOR THE POLICE DEPARTMENT FROM THE EQUIPMENT REPLACEMENT FUND IN AN AMOUNT NOT TO EXCEED $600,000 Recommendation: Waive the Formal Bid Process and Approve SUMMARY It is recommended that the City Council waive the formal bid process and approve the purchase of four radio consoles from Motorola, Inc. in an amount not to exceed $600,000 utilizing a cooperative purchasing contract to ensure the best rates possible. Funds for this purchase have been budgeted in the FY 2017-18 Equipment Replacement Fund. BACKGROUND The radio consoles in the Police Department's Dispatch Center have out lived their life expectancy. The current consoles were placed into operation in 2006, received a software/hardware upgrade in 2011, and were deemed as no longer supported by the manufacturer in 2016. The Department opted for a 1-year maintenance agreement with AT&T, but the current equipment needs to be replaced with newer radio console systems because the current model is no longer supported by the manufacturer. The City cannot risk the current radios going down during dispatch operations and disrupt emergency communications. The Police Department must adhere to specific standards for digital radio communications and this replacement would ensure the Department's Dispatch Radio System is compliant with current Federal Communications Commission (“FCC”) requirements known as Project 25 (“P25”) and compatible with the public safety communication interoperability systems, which are currently being deployed throughout Los Angeles County. Overall, the new P25 radios will improve reliability and interoperability with other first responder agencies. Purchase Motorola Radio Consoles November 21, 2017 Page 2 of 3 DISCUSSION Like handheld and vehicle radios, dispatch radio consoles are amongst the Police Department’s primary means of communication, including responses to 9-1-1 calls, emergency responses, investigations, and traffic enforcement. Motorola radio equipment is currently being utilized and is the preferred vendor because of compatibility with existing Motorola equipment including the Department’s handheld radios, radio identifiers, battery chargers, batteries, microphones, handsets, headsets, and peripherals. Dissimilar radios will create officer safety, training, support, and logistics issues. It is recommended that agencies not mix radio manufacturers in their fleet due to significant differences between manufacturers and how the radios are operated. Currently, Los Angeles County, San Diego County, and the City of Glendale have contracts with Motorola for radio communications equipment, which local agencies also utilize for the purchase of radio equipment at deeply discounted prices. The City’s purchasing rules allow the Department to use other agencies’ contracts to facilitate purchases, also known as piggyback contracts. Oftentimes, the volume of these contracts alone results in cost savings to the City. Through research of several contracts, staff has determined that it would be in the best interest of the City to piggyback on the San Diego County Regional Communications System (“SDCRCS”) cooperative purchasing contract with Motorola for this purchase, a contract the Department has used in past years for radio purchases. By purchasing the equipment under this contract, the Department will ensure compatibility with existing radio infrastructure, P25 compliance, and realize significant savings. Thus, it is recommended that the City Council waive the formal bid process and purchase four radio consoles from Motorola in an amount not to exceed $600,000 utilizing the SDCRCS cooperative purchasing contract. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT Sufficient funds for the purchase of four radio consoles have been allocated in the FY 2017-18 budget under the Equipment Replacement Program. Purchase Motorola Radio Consoles November 21, 2017 Page 3 of 3 RECOMMENDATION It is recommended that the City Council waive the formal bid process, and authorize the purchase of radio consoles from Motorola for the Police Department from the Equipment Replacement Fund in an amount not to exceed $600,000.